Terms and Conditions - Open Courses

All current members of the University of Oxford can book IT Learning Centre courses. 

University members should book their course place in CoSy using their Single Sign On.

You must ensure you have the required knowledge and complete any pre-course activities. If an online course requires software, you must obtain and install it and ensure it works before the course.

We will send booking confirmations and joining instructions via email. Note we send emails to the email address linked to your Oxford Single Sign-On.

When booking, you must confirm that you agree to these terms and conditions.

Most in-person courses take place at IT Services, 13 Banbury Road; however, locations vary, so please note the location of the course you are attending. 

Online courses are usually delivered via Microsoft Teams, but we may use other platforms. We will advise at the time of booking.

We state the location of the course in the course description and the confirmation and reminder emails.

If you have accessibility requirements, please contact us before the course to discuss them.

Information about accessibility and special arrangements for in-person courses is available on our Thames Suite page.

Digital Skills Programme

There is a charge for most courses. Students and postgrads normally receive a 50% discount.
You must pay or arrange payment by your department/college by the start date of your course.  

Payment Methods

Payment can be made by:

• Credit/debit card
• Purchase order
• Journal/internal transfer

Further information is available on our payments page.

Cancellation of a course place by a delegate

If you find that you cannot attend a course at any point after booking, you must cancel your place. 

ITLC Courses

You should cancel your course place in the "My Courses" area in CoSy. You can also contact us to cancel your place.

When we receive notice of your cancellation, we will refund you as follows. Note: the periods reference the day we receive your notification of cancellation. 

We will calculate whether you are eligible for a refund. We will issue refunds within 28 working days of the cancellation by the method used to pay for your course. This refund policy applies to all payment methods - cards, Purchase Orders and journals/internal transfers.

We will not issue refunds for non-attendance, partial attendance, or any missed sessions of a multi-session course.

Cancellation of a course by the course provider

Unforeseen circumstances may require the ITLC cancel a course. In such cases, we will give as much notice as possible and endeavour to organise another course date. We will issue refunds if we cannot arrange a new course date, or if the new date is inconvenient for you. But we will not compensate for any extra costs incurred.

Transfers and Substitutions

Transfers and substitutions are not possible. You should cancel your place and rebook (see above for the refund policy).

Missed sessions

For multi-session courses, you must attend all sessions. We cannot provide recordings of a course if you miss a session.

If a course date is full, you can join a waiting list. You should cancel your waiting list place if, at any stage, it is no longer required.

Places sometimes become available at short notice due to late cancellations by delegates. We will contact you by email if a spot becomes available. We are aware and regret that last-minute notification of a course place may not be helpful to all.

Our waiting list form allows you to register your interest if a course is not currently scheduled. We will email you if we schedule the course.

Courses start promptly at the advertised time. Admittance to a course may not be possible if you are late, and this will disrupt the course for the other delegates and/or cause additional calls on the teacher's time. 

If you are delayed, please contact us (courses@it.ox.ac.uk).

It would help if you arrived at the venue 15 minutes before the start of in-person courses to ensure enough time to book in. 

For online courses, you are expected to join the session 5 minutes before the start and to have completed any pre-course activities and installed software if required, so that you are ready to learn.

Refunds are not issued if you arrive late and cannot participate fully in the course. 

If you cannot stay for the course duration, you must discuss it with the teacher. Refunds are not issued if you do not remain for the course duration.

Record of attendance

An online record of course bookings is available in My Courses in CoSy.

We usually issue a certificate of attendance after the course.  The certificate of attendance can be used as part of your personal development portfolio as a record of skills development. 

We will issue certificates for multi-session courses after the final session. You must attend all sessions to be eligible for a certificate.

You must obtain records of your course attendance before you leave the University, as it is not always possible to supply these retrospectively.

Your booking and attendance record are available in the Self-Service Training Data service.
Replacement certificates

We can provide replacement certificates if the appropriate records are still available. We may charge for each replacement certificate. 

You will be sent an online evaluation survey after the course, allowing you to submit feedback. We may use anonymised comments for advertising purposes.

Unless stated in the course description, you are provided with a computer with appropriate software and settings for in-person courses. If you are required to bring your own laptop or install software, this will be stated in the course description.

For courses where a class computer is provided, we recognise that you may prefer to bring your computer; no reduction in the course fee is given if you choose your own computer. Please see our BYOD guidelines.

For online courses, you need to provide your own computer with any software installed as required for the course. We are not responsible for supplying or installing the software onto your computer.

Unless stated, we do not provide refreshments and lunch. 

You are not permitted to eat or drink (other than water) in the Thames Suite teaching rooms.

We cannot accept responsibility for any items lost or mislaid on University premises. Any items found in the Thames Suite rooms will be taken to lost property at Reception at IT Services.

You must adhere to the University's health and safety procedures and policies.

Smoking is prohibited in any part of the building or the surrounding grounds except in designated smoking areas.

Any personal details provided to the course providers will be processed in accordance with the University's Privacy Policy. They will be recorded on the course booking system and database and not used for any other purpose than enabling us to organise and market the ITLC/ITSS and for monitoring and evaluation purposes.

Please read our privacy policy for more information about how we use data gathered via this website and our CoSy.

Security for software in courses: our courses cover a wide range of third-party software/apps/websites. Read about assessing the data security risk on our data security page.

Oxford University takes copyright seriously. Some of our materials are available under a Creative Commons licensing agreement but others are not. Before reusing or distributing any of our materials please contact us.

The University of Oxford is committed to enhancing the student learning experience. With this purpose in mind, the University enables recording of courses, lectures and seminars.  

The recordings are stored in the cloud in accordance with the appropriate University guidance and policies.

You must not record courses (in person or online) without the prior consent of the teacher and the course providers.

We may make recordings for educational and promotional use or accessibility and inclusivity reasons. Participants will be made aware of any recording.

In-person courses - The recording may include video, audio, and still images.  At no time will audience members be intentionally filmed or recorded without consent. You will have the opportunity not to take part. 

Online teacher-led courses - The recording will include what appears on the screen, the audio stream, and the content of the chat panel. A recording will only be available to the person who has requested it, for a limited time.